Expenses

Use the Approval Levels feature to define automated, multi-step approval chains based on PO value, department, or user roles. This ensures purchase orders are reviewed by the right people without manual handovers — saving time and increasing control. This guide shows you how to configure the chain, assign approvers, and customize workflows for your organization.

Approval levels are applied separately in the Admin settings for:

Approval Levels (P.O.s)

Invoices

Expenses

How to Build an Approval Chain

1. Open Administration > Expenses
2. Choose the number of approval levels you need (e.g. 1, 2, 3)
3. Click “+ Add Approval” to add additional approval levels

4. Arrange approval levels using the up and down arrows to reorder them as needed
5. View assigned approvers by clicking the person icon to see which users are included in the approval workflow

6. Search for the user’s name in the “Add New Approver” field on the right
7. Click the plus (+) icon to add the user to the approval level
8. If multiple users are assigned to the same approval level and department, the first available user will complete the approval

9. You can assign multiple approvers to the same approval level
10. Enable Approval by Department if the user should only approve expenses within their assigned department

11. For each approval level, set conditions using the drop-down menu

• applies to all Top Sheets
• net total ≥ a defined amount,
• or net total < a defined amount).

12. Make sure every approval level has at least one user assigned.
13. Once all levels are assigned, the automated approval workflow will be activated.

Any Questions?

Our support team is happy to help:

Email: support@digitalpurchaseorder.com

Phone: +1 888 376 7254

Or schedule a free demo – we look forward to hearing from you

Updated on: 15/01/2026